Scheduling meetings

The Calendar menu is the place where Microsoft Teams meetings and events (webinars) are planned. This menu is not available in the free version of Teams. It is linked to the appropriate Exchange Online account and calendar and allows you to create a one-time or recurring appointment, for organization members and/or external users, channel members, and so on. The process of scheduling appointments is easy and intuitive, let’s see how this is done!

By entering the Calendar menu, you will see an overview of appointments for the current week. This is the default view. In the upper right corner is a drop-down list where you can choose one of three options to display the time range: Day, Week or Work Week, depending on how you want to organize your working hours.

If you want to start the meeting immediately, click on the Meet Now option in the upper right corner of the window. Still, most will schedule appointments in the Calendar menu. This is achieved by clicking on the New meeting button or by double-clicking on the calendar, on the day and during the time when it is necessary to schedule an appointment.

After this action, a window for planning meetings will open. It consists of two tabs: Details and Scheduling Assistant. The first is used to enter information about the meeting, and the second is to view your associates’ calendars to schedule the meeting. If you have more expensive MS Teams licenses, you will also have the option to schedule a webinar event. This is done similarly to when you schedule an appointment with the difference that here you can assign individual users the roles of organizer, editor and presenter.

When scheduling a meeting you need to enter the title first and then the participants. Participants can be team members, Microsoft 365 group members, team guests as well as external users. Team and group members will be automatically recognized by the system, while for external users you need to enter e-mail addresses. Then you select the time zone, enter the date and time of the meeting, as well as whether the meeting is repeated and in what interval. If you want to invite all channel members to a meeting, you need to enter the name of that channel. The Location field is used for team locations, which are actually offices transformed into video conferencing space, and is subject to advanced use by MS Teams. At the bottom of the window is a field where you can describe the subject of the meeting in detail. When you record a meeting and start changing its settings, a short description and a link to the meeting will appear here. You can copy and share the link to invite someone to a meeting.

Click on Send to schedule an appointment. Guests and external users will receive a meeting notification via email, where they can send feedback on whether they want to attend the meeting, and members through MS Teams. If you change the meeting settings, they will be notified in the same way each time.

After the meeting is created and you select it in the calendar, you can enter the meeting (Join) or change the meeting settings (Edit).

If you change the settings in the right corner of the screen, a Tracking menu will appear in which you can see who has confirmed their participation in the meeting. Clicking the Cancel Meeting button cancels the meeting and sends a notification to the participants. After canceling the appointment, it will be deleted from the calendar.